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Separate the room stay from everything added to it
Hotel bills become hard to check when room rent, food, laundry, and transport are rolled into one unexplained amount. Give the stay its own row and list each extra underneath it.
The guest and room details tell you whose stay it was; the charge rows explain the money. Service charge, discount, tax, payment, and balance are worked out after those rows are entered.
Start with the stay, then add the charges
- Choose the bill design: Pick the standard hotel bill or the resort-style layout.
- Enter the hotel and guest: Add the hotel details first, followed by the name of the guest staying in the room.
- Record the stay: Fill in the invoice number, check-in, check-out, room number, and room type.
- Add the room charge: Enter the room description, number of nights in Qty, and the rate for one night.
- List any extras: Add food, laundry, parking, minibar, or other guest charges on separate rows.
- Finish the totals: Add a service charge, discount, or tax only when it applies, then enter the amount paid and payment method.
- Review the preview: Check the stay dates, charge rows, total, payment, and balance before downloading the PDF.
Enter the room nights correctly
The check-in and check-out fields show when the guest stayed. They do not fill the room quantity for you.
For a three-night stay at ₹2,500 per night, add a room charge with Qty 3 and Rate ₹2,500. The row total will be ₹7,500. If the room rate changed during the stay, use a separate row for each rate.
Keep the room charge and guest extras separate
Use one row for the room stay and separate rows for anything else added to the guest's account. This makes the final amount easier to check.
- Deluxe room — 2 nights
- Breakfast — 2 guests
- Laundry — 1 service
- Airport transfer — 1 trip
Add the date to a row when it helps the guest match a charge to a day of the stay.
Hotel bill example for a two-night stay
A guest stays in a deluxe room for two nights and uses two extra services:
- Deluxe room: 2 × ₹3,500 = ₹7,000
- Breakfast: 2 × ₹400 = ₹800
- Laundry: 1 × ₹300 = ₹300
- Subtotal: ₹8,100
- Service charge: ₹400
- Discount: ₹500
- Amount after service charge and discount: ₹8,000
- Tax at 12%: ₹960
- Total: ₹8,960
If the guest has already paid ₹4,000, enter that amount so the bill shows a balance of ₹4,960.
Show whether the guest paid in full
Choose Total Amount when the complete bill has been paid. Choose Amount when the guest paid only part of it, then enter the amount received.
The balance is worked out from the final total after service charge, discount, and tax.
Before the guest receives the bill
- The guest name, room number, and room type match the stay record.
- The check-in and check-out dates and times are correct.
- The room quantity matches the number of nights being charged.
- Food, laundry, parking, and other extras are listed separately.
- The service charge, discount, and tax are correct.
- The amount paid and payment method match the payment received.
- The total and remaining balance are correct.
What does guest folio mean?
A guest folio is the itemised account for a hotel stay. It shows the guest and room details, stay dates, room charges, extra services, payments, and any balance left.
On this page, the hotel bill and guest folio describe the same stay record.
Hotel bill generator FAQs
How do I add more than one night?
Enter the number of nights in Qty on the room-charge row. For three nights at the same rate, use Qty 3.
Can I list room rent, food, and laundry separately?
Yes. Add each charge on its own row with a description, quantity, and rate.
Can I add a booking ID and room details?
Yes. The bill can show the booking ID, room number, room type, rate plan, and number of guests.
Can I add a hotel logo?
Yes. Upload the logo above the Hotel Details section. The hotel email and website can also be added when needed.
Can I add tax to the hotel bill?
Yes. Enter the hotel tax ID and tax percentage when needed. The preview includes the tax in the final total.
Can the bill show an advance or part payment?
Yes. Choose Amount and enter what the guest has already paid. The rest will appear as the balance.
Is a hotel bill the same as a booking confirmation?
No. A booking confirmation records the reservation. A hotel bill records the stay, charges, payment, and balance.
Can I download the hotel bill as a PDF?
Yes. Review the live preview, then generate and download the PDF.